Office Administrator

Summary:

Under general supervision and according to established policies and procedures, the Office Administrator will be responsible for providing the day‑to‑day management of and long‑term strategic planning for administrative functions related to Human Resources, Operations and Facilities, Administrative Support, and Financial Planning for the assigned office location. The Office Administrator also serves as a trusted operational advisor to office leadership, proactively identifying issues, anticipating needs, and ensuring that day‑to‑day operations function smoothly without requiring unnecessary leadership intervention.

Key Responsibilities:

• Ensures fair and consistent implementation of human resources policies and procedures.
• Compliance with applicable federal, state, and local employment laws.
• Responsible for full‑cycle performance management of direct reports, including direct supervision, training, coaching, evaluation, and compensation review; manages personnel concerns, workflow disruptions, and operational challenges with discretion and sound judgment.
• Partners with Human Resources on direct‑report employment‑based decisions related to promotion, performance improvement, and termination.
• Partners with the business professional recruiting team in the full‑cycle recruiting of direct reports, including sourcing candidates, interviewing, and hiring.
• Assists Legal Recruiting with attorney and legal support staff interview scheduling.
• Prepares and maintains business professionals compensation budget.
• Implements the Firm’s Policy on Legal Administrative Support and drives the continuous improvement of support staff operational efficiency; supports staffing strategy and resource alignment by evaluating workload distribution, identifying staffing gaps, and recommending adjustments to ensure attorneys are properly supported.
• Administers and facilitates new‑hire onboarding.
• Administers hourly employee time and attendance processes, including the approval of time‑away requests and the administration and monitoring of electronic work‑time recording, approval, and submission.
• Serves as the primary liaison between attorneys and administrative teams in the office, acting as the first point of contact for concerns and independently resolving workflow or staffing challenges before they elevate.
• Performs or manages all required financial management functions for the office(s), including, but not limited to:
• Processes and transmits invoices to accounting for payment on a weekly basis.
• Maintains Dayforce updates and exceptions and approves timecards for all hourly administrative business professionals on a bi‑weekly basis.
• Prepares and maintains office operating expense and capital budget.
• Reviews and analyzes the office budget variance report on a monthly basis, providing explanations for discrepancies.
• Establishes financial controls and guidelines that optimize cost effectiveness and profitability.
• Prepares and submits the monthly budget variance report.
• Performs or manages all required facilities management functions for the office(s), including, but not limited to:
• Ensures office is impeccably maintained.
• Ensures that meeting services and onsite cafés and break rooms are maintained and well supplied.
• Manages routine maintenance requests.
• Maintains constructive and collaborative working relationships with the office building manager.
• Oversees office assignments and internal office restructuring.
• Partners with the Firm’s Director of Real Estate Operations and Facilities on space planning, leasehold improvements, and office relocation.
• Manages capital projects in partnership with the Office Managing Partner.
• Oversees and manages the purchasing, inventory control, and vendor relationships for the office(s) in partnership with the Firm’s Procurement and Logistics Manager.
• Oversees reception services.
• Other duties and responsibilities
• Serves as a stabilizing leadership presence during periods of change, including staffing transitions, retirements, or office reconfigurations.
• Maintains office culture and engagement stability by monitoring morale, addressing emerging concerns, and reinforcing a collaborative and professional office…